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Administrative Assistant
3 months ago
Come Work with Us
At RBC, our culture is deeply supportive and rich in opportunity and reward. You will help our clients thrive and our communities prosper, empowered by a spirit of shared purpose.
Whether you're helping clients find new opportunities, developing new technology, or providing expert advice to internal partners, you will be doing work that matters in the world, in an environment built on teamwork, service, responsibility, diversity, and integrity.
Job Title
Administrative Assistant
Come Work with Us
At RBC, our culture is deeply supportive and rich in opportunity and reward. You will help our clients thrive and our communities prosper, empowered by a spirit of shared purpose.
Whether you're helping clients find new opportunities, developing new technology, or providing expert advice to internal partners, you will be doing work that matters in the world, in an environment built on teamwork, service, responsibility, diversity, and integrity.
In this role, you will provide administrative assistance and coordination for three Senior Directors at RBCx: the CEO of Dr.
WHAT WILL YOU DO?
- Act as the key contact for the Sr. Directors that you will be supporting.
- Manage and maintains calendars, coordinates meetings, conferences, and travel arrangements for the Executive.
- Responsible for monitoring an inbox to help manage meeting proposals, action items and address and delegate inquiries.
- Support to organize meetings, video and inperson meetings (book meeting location and equipment resources). Set up and coordinate business planning sessions, town halls, staff meetings, management meetings, biweekly management team meetings and oneonones with direct reports.
- As required, follow up on any agenda items or deliverables including coordination with facilitator and presenters to deliver materials in a timely manner.
- Support the overall objectives of the senior management team with the coordination of meeting planning and materials, including providing administrative support, organizing of team meetings, helping with town hall meetings, etc.
- Coordinate travel and hotel arrangements for the team, as needed.
- Process monthly expense reports and maintain Vacation Schedule and uptodate records for the executive and their direct reports within Workday.
- Validate expense reports prior to VP approval, as required.
- Proactively seek opportunities to provide additional value to ensure all established deadlines/commitments are met.
OTHER ADMINISTRATIVE DUTIES
- Work closely with other executive assistants in the organization to manage daytoday priorities and create forward looking agendas and calendars aligned to key priorities.
- Coordinate with stakeholders and other Third Parties for the organization of conferences/ schedules/ itineraries, etc.
- Work closely with other executive/administrative assistants in the organization to effectively plan meetings, events and manage calendar series.
- Provide administrative backup to other executive assistants during vacation and other absences.
- Continue to adjust the way we work, supporting the overall goals of the senior management team (display agility, utilize new tools and skills (virtual capabilities) and encourage and proactively identify and execute on efficiencies).
- Support the Senior Directors in activities to drive deeper employee engagement (i.e. team social events, coffee chat sessions, focus groups, and other connect with VP opportunities).
- Prepare presentation materials and meeting agendas, as required. Ensure relevant information is accessible, assembled and prepared for meetings.
WHAT DO YOU NEED TO SUCCEED?
MUST HAVE:
- 13 years' administrative assistant/administrative coordinator experience, providing support to seniorlevel management or relevant experience.
- Possesses curious, entrepreneurial and proactive mindset, with exposure to highimpact startup ecosystems.
- Desire to grow: personal responsibilities, process ownership, and scope of duties within RBCx Ventures team.
- Strong interpersonal and diplomacy skills with comfort in dealing with individuals across all levels of the organization.
- Ability to thrive in a collaborative environment with a strong capability to prioritize activities, work efficiently, and accurately with mínimal supervision.
NICE-TO-HAVE:
- Solid knowledge of relevant RBC policies and procedures (e.g. vacation and absence management; expense guidelines; travel policy).
WHAT'S IN IT FOR YOU?
We thrive on the challenge to be our best, progressive thinking to keep growing, and working together to deliver trusted advice to help our clients thrive and communities prosper.
We care about each other, reaching our potential, making a difference to our communities, and achieving success that is mutual.
- Ability to make a difference and lasting impact
- Leaders who support your development throug
